Facilities Assistant

Location: United Kingdom
Office: Oxford
Discipline: Facilities
Contact name: Ben Porter

Contact email: [email protected]
Contact phone: 0121 456 8041
Vacancy reference: 024729
Closing date: 16 June 2024

Oxford, Full time and Permanent

The role

To provide administrative and facilities services to our Oxford office. The role will report to the Facilities Manager and is responsible for the smooth operation of the facilities functions within the Oxford office.

Main responsibilities

  • First point of contact for Facilities and Health & Safety issues within the office
  • First point of contact with building landlord/managing agents
  • Welcoming visitors to the firm in a polite and professional manner
  • Carry out daily building inspections and report any maintenance issues to the relevant person. Liaising with any contractors coming to site
  • Provide assistance to other Business Support Functions that are not based in this office (Finance, HR, IT or Marketing) as and when requested
  • Process all incoming and outgoing mail and arrange couriers
  • Undertake reprographic duties to the highest standard (i.e. photocopying and scanning post/documents/files, creating USB Data Sticks and collating/binding documents). Ensure MFD is in working order and fully stocked with paper and toner
  • Ensure the office equipment and furniture is usable and arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage
  • Maintaining the meeting room diaries and coordinate catering requirements for client meetings, seminars, and mediations
  • Ensure equipment is available, set up correctly working prior to the start of meetings/seminars
  • Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained
  • Records Management including boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the File & Deeds coordinator as appropriate
  • Ensure clear desk and security policy maintained and adhered to
  • Ensuring security procedures regarding access to the premises are adhered to at all times
  • Complete compliance audits as required and in a timely manner
  • Conduct new joiners facilities induction (office tour, fire evacuation, issue security passes etc)
  • Assist the Health & Safety Manager (Birmingham) in complying with all Health & Safety regulations
  • Complete relevant H&S training courses including First Aider and Fire Warden training
  • Completing courier forms and arranging these as directed
  • Managing Special Deliveries and proof of posting
  • Managing information that is saved in places such as data rooms and Sharefiles

The person

To be successful in this role, it is likely that your background would include:

  • Experience in a similar role, such as an Administrative Assistant or Facilities
  • Front of house experience to include reception duties or a customer facing role
  • Experience of providing support across several areas to multiple people eg - diary management, arranging travel, organising small office events
  • Excellent knowledge of Microsoft Office systems; Outlook, Word, PowerPoint, Nitro and Sharefile
  • Experience of InterAction and finance systems, but not essential

The Mills & Reeve Business Services career structure

We have a firm wide Business Services career structure and a published career progression framework.  Within the firm wide career structure there are five career levels.  For the purposes of the framework, this role is at an Assistant level and the role profile that details the outcomes and activities expected of across the firm is included with this job description.  Further information on the firm’s Business Services career structure is available from the HR team.

Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes, but is not limited to, a basic DBS check, right to work check, any disciplinary history recorded with the Solicitors Regulation Authority (SRA) and a self-declaration to assess your character and suitability for the role. A full policy of the screening the firm undertakes is available on request.

The firm

Mills & Reeve is a major UK law firm renowned for its outstanding service to national and international clients, for its collaborative culture and for its deep sector expertise.

The firm has a strong sector focus with expertise in agriculture, charities, education, food and beverage, health, insurance, private wealth, real estate investment, sport and technology. Clients include businesses from PLCs to start-ups, high net worth individuals and landowners, more than 120 universities, colleges and education bodies and over 100 healthcare organisations.

This is an ideal opportunity to build your skills and experience with a major UK law firm, listed as one of the “Sunday Times 100 Best Companies to Work For” for the last 20 years - the only law firm to achieve this.

We are also proud to have been awarded Platinum Investors in People status this year.  The firm joins a select club of only 6% of 50,000 assessed organisations awarded the coveted platinum status.

The firm is also delighted to report for the eighth year running we were named as one of Roll On Friday’s ‘best law firms to works at’.

And finally

Mills & Reeve is committed to providing an inclusive and supportive working environment. We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.

Mills & Reeve is committed to promoting equality, diversity and to providing an inclusive and supportive environment. Please click the link below to find further information regarding our diversity policy.


If you would like any more information about Mills & Reeve, you can visit our website by clicking on the following link: